planning by the seat of your pants : implementing ils on a deadline
DESCRIPTION
Paul Gahn, Kay Cunningham, and Elizabeth McDonald, University of Memphis Libraries Migrating from a character to a web based ILS required extensive work and flexible prioritizing to meet a six-month deadline.TRANSCRIPT
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Planning by the Seat of Your Pants:Implementing an ILS on a Timeline
April 10, 2009Tennessee Library Association Conference, Nashville
Paul Gahn, ILS LibrarianKay Cunningham, Electronic Resources Librarian
Elizabeth McDonald, Head of Cataloging
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Goals of presentation
Successes
Mistakes
Experiences
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Outline
• Background• Data migration• Training• Still to come• What we would have
done differently?• Questions?
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3rd ILSVendor/Product Years
CLSI 1984 - 1994
DRA Classic 1994 – 2008
Innovative Interfaces Inc.’s Millennium 2008-
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Four Institution Consortium of Sorts
Institution Students Items Joined
University of Memphis Libraries(Main library & branches)
20,000 1,212,556
University of Memphis Law School
425 89,625 August 2002
Jackson State Community College
2,705 138,428 1995
LeMoyne-Owen College 800 111,596 February 2002
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Other partners along the way…
• Shelby State Community College– now Southwest Tennessee CC– 1995-2000
• Dyersburg State Community College– 1998-2001
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How was Innovative selected?
• RFP (Request for Proposal) • Fall 2004- Fall 2005
• Three phase project– Writing – Review– Finalize Draft
• Task Force with Subcommittees– Acquisitions/Periodicals– Circulation/Reserves– Cataloging– Public Services– Systems
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Selection Time Line
• 2004 /2005 - Draft RFP• Looking for funding• 2006:
June Revised RFPJuly RFP to vendorsSeptember Vendor responses October Vendor demonstrations
• Selection, not official
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Implementation Timeline
2007– February Budget planning meetings/timeline
No official dates– March Authority control RFP– November Implementation meetings set– December Test extract of DRA database
2008– January – July Training and migration– July 22 Go Live for Circulation– Late August Start of Fall Semester
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Implementation Team Structure
• Implementation Team, chairs of each work team– Technical– Acquisitions /Serials– Bibliographic– Circulation– Public
Presence/ERM/Federated Search
– Bursar Interface– Location codes
• Teams at III– General Implementation– Federated Search
Implementation– Encore Implementation
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Challenges
• Age of DRA• Consortial catalog• DRA support running out– Little time to plan/prepare• Technical issues• Staff for coming changes• Doing both simultaneously
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Other timeline challenges
• Paul started full-time in March 2008– PLUS: Familiar with DRA
system and had worked part-time on reports and data extracts and loads for UM, but had to be brought up to speed on numerous issues
– MINUS: Started after initial system training took place
• III trainer/consultant was pulled to another project before training was completed– MINUS: Lack of
consistency– PLUS: New trainer kept
us on track better when we would ask “What if” questions
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What was migrated?
• Migrated:– Bibliographic and item
records– Patron and fine records
• Not migrated:– Authority records from
DRA– Acquisitions data
(Vendors, funds, orders)– Course reserves– Serials holdings
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Garbage out/Garbage in
• Migration is often a good time to clean out and start over, but sometimes there just isn’t enough time
• Different approaches for different data types:– Authority records– Fines– Serials holdings
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Authority records
• All bibliographic records sent to MARCIVE for authority processing– Bibliographic records sent:
1,053,167 – DRA authority records left behind 475,212– New authority records loaded into III 719,926 – Ultra-tight deadlines
• GAP period and GAP load• Post-processing
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Fine records• Bursar collects all money, not Library• DRA/Bursar interface
– Paid/unpaid data out of sync– Impossible to know when fines have been paid– Paid fines
• New Millennium WebPac feature: My Account– Paid fines from DRA displayed as unpaid
• Fine display suppressed until all current UM faculty/staff/students’ fines were audited– Fine display restored, October 2008– Reconciliation of non-current student fine data
continues
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Serials Holdings – Starting Over• DRA Holdings data – incorrect & incomplete
• Migrated bibliographic data– titles not scoped; locations not provided
• Alternative– journal title search
• within ILS, but interfacing with Serials Solutions’ A-Z list
• Solution - February 2009– Temporary holdings records created– Exported print title holdings to Serials Solutions for
integration with online titles
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Search by titles (subject browse also available)
Public Views
Online AND print holdings statements display
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Holdings entered
Holdings not yet entered Public
Views
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How Many Holdings?• 2,100 of 3,100? current subscriptions– after 8 months of data entry
• 9,100+ closed holdings– will take another couple years
• Started in the Js:Journal of the...
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Working in the Client
Tech Services V
iews
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Implementation Team Training 4 weeks of onsite Training
Dates Training covered
January 29-Feb.1
•ILS WebPac and database evaluation•System and WebPac administration•Circulation parameters•Acquisitions and Serials parameters
March 11-13 •Cataloging I, Acquisitions I, Serials I
April 15-18 •Circulation I, Acquisitions II, Serials II•Systems
May 13-15 •Cataloging II, Circulation II•Media Management
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Herding cats:Staff training issues and challenges
– Trainers were being trained at the same time– Profile/test database was roughly 25% of database– Customization of web catalog interface came very
late in the process– Multiple interfaces– New search concepts• Faceted search, Federated search
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Staff and Public Training
Staff Training• Millennium
documentation• Hands-on– Prioritized by
departmental migration demands• Cataloging• Circulation
OPAC Training• Demonstrations• Demonstrations with
hands-on opportunities– Requests for Comments
• Hands-on sessions– Assignments
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Training Complications• Multiple Search Interfaces– Out-of-box Millennium • Available during the implementation period• Used during staff training
– Customized Catalog Classic• Only available one month before Going Live
– Encore, or Catalog QuickSearch• Only available after “Go Live”
– Plus, a MetaSearcher (ResearchPro)
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Catalog QuickSearch
Catalog Classic
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The End is Still Not Nigh
• Acquisitions– only UM and Law will use
• ERM– Resource records being
created• Licenses and Contacts still
to come
• Media management• Scanned articles/tests for
Course reserves
• Reports (create lists)
• Serials– In process
• Statistics• Web PAC
customizations– Custom colors for JSCC
and LeMoyne-Owen– Google book preview– Multiple LDAP login to
include JSCC
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What worked well?
• Records migrated cleanly• Getting basic functionality up and running– Cataloging and circulation
• Separate OPAC pages for each partner library• No acquisitions money• Gantt chart forced us to focus
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What would we have done differently?
• Allow greater flexibility on who receives system training from vendor
• More thought on design of location codes – less re-creation of
former system
• Used mnemonics instead of alpha-numeric for codes
• Project manager based in company’s office
• Circ & cataloging training ASAP
• Test load should have been a full not partial load
• Add Google Analytics as soon as possible
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Google Analytics
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Lessons Learned
• Understand the product• Have a bulldog on your
side• Plan for change– even if it isn’t coming
tomorrow
• Always be ready to move
• Stay flexible
• Involve everyone, the sooner the better– Tech decisions impact
Public Services– Public desires have Tech
consequences
AND REMEMBER…
• Any choice has consequences
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Questions?
Contact Information:Paul Gahn [email protected]
Kay Cunningham [email protected] Elizabeth McDonald [email protected]
PowerPoint slides are at: slideshare.net